Aligning IDs in Power Apps Multiple SharePoint Forms

[mwise121]

I have created a vehicle request app with 2 different SharePoint forms. One to request vehicle and the other to return it. I need the IDs to align to see the process from request to finalized return to know the vehicle is back in inventory and available. Currently both lists are using different IDs. How can I get end to end table showing both form lists data together. 

I have the app built but I am having issues consolidating the data. I have it automation to 2 different tabs in an excel table but the IDs are not the same. I want to also automate the assignment of the vehicle based on size/type requested and the vehicle to be the one with the lowest miles (reported on return) to be the next to be selected for assignment. I plan to email the requestor through power apps or power automate. Without the data consolidated I can't figure out how to automate assignment using a switch or control. I assume there is a simple way to do this in Dataverse but have not figured it out. I have tried to use the relationship but it has not worked correctly. Please help. Thanks.

[EddieE]

@mwise121 

If you are using SharePoint integrated forms then you don't need Dataverse ... unless your data is held in Dataverse, not SharePoint??

This question really depends on your process. For example, you may have a vehicle ID (not the SharePoint ID) which is unique to each vehicle and you can use this across both lists/forms but as I say, difficult to assess without some understanding of how the data interacts presently.

[mwise121]

Originally started out with two tables, one to create request and one to return the vehicle. I need these to have the ability to track the same ID from the initial request. In addition, there are several variables I want to automate in selecting the vehicle # for the employee.

The goal is to keep people from getting a larger vehicle than needed and ensure equal distribution of mileage. The automation will need to compare data in three different tables. I have outlined and provided snapshots below.

1 – Vehicle request form. This will notify the fleet team by email. It will then compare the requested vehicle types, branch, size, status, and the one with the oldest usage date on

2 – Live vehicle list. This list contains all the fleet vehicles for employee usage. It will have a live status availability. Several of these fields are required for post vehicle requests. (branch, vehicle size, status, date last usage ---- returning data = chosen vehicle #, lock code, description).

3 – Vehicle return form. This contains tracking information and fields used to long term tracking over vehicle usage. The return date field we be updated to the vehicle # used on live vehicle list.

I need to be able to create ties between lists 1 and 3 that contain the same request id and reservation number that takes it from request to return and logs the data over time. List 2 will be updated from data on via power automate that changes the selected vehicle to unavailable in list 2 and updated the return date as the last usage.

My main struggle is how to tie all data together for each request to return. In addition, how can I use an open request list to have the user select their request and close it is using edit functionality with the form for return. Screen shots below. How do I expand the navigation of the list view to answer questions on return and save to the correct data ID, and reservation number?

Request

List edit screen

Return screen

The full data sets are tough to past let me know if this makes sense or if you need additional info. Thanks.

[EddieE]

@mwise121 

I'm still having trouble understanding what data source and app type/s you are using.

1. Is your Data Source SharePoint? You have mentioned Dataverse so I'm unsure.

2. Are the apps you've built SharePoint Integrated Apps ... or ... standalone Canvas apps?

  - an Integrated app pops up on the righthand side of a SharePoint List when you either double click an existing

    item or select 'New'

To answer your broader questions, you can add RefIDs in your Request and Return tables/lists and use these. If you are using Dataverse then you can setup relationships and reference these. However, I'm not that versed in Dataverse - only played around a little - so cannot fully help here.

With RefIDs you could then add a gallery based on the Request table and if you needed a user to do a Return you could use the RefID to Filter the Return table for the correct data - if that makes sense.

Overall, I think you've taken on a reasonably large project here and if you are finding yourself getting confused you maybe better taking a step back and properly modelling the process - ie drawing it up in draw.io (https://app.diagrams.net/) - so you can truly map the process and how everything connects. I'd probably do this.

Anyway, let me know your data source and app types and see where we get to.